Executive Assistant, Office of the President

About the opportunity
Our client an established manufacturer of material handling equipment is seeking an Executive Assistant to support the President. Reporting to the Director Office of the President you will help run the day-to-day operation of the executive office and make sure the President is well prepared for meetings travel and key business engagements. The role also provides coordination support to the Sales organization including dealer training tradeshows events and sales programs.

The ideal candidate is highly organized proactive resourceful and adaptable with exceptional attention to detail and the ability to anticipate needs. Regular exposure to confidential business employee and organizational information means professionalism judgment and discretion are essential.

Responsibilities

Executive support

• Provide comprehensive executive and administrative support to the President and the Director Office of the President
• Manage the Presidents complex calendar including internal and external meetings competing priorities and scheduling changes
• Protect the Presidents time by flagging conflicts escalating matters as needed and identifying ways to streamline commitments
• Coordinate domestic and international travel including itineraries accommodations and logistics
• Prepare and process executive expenses approvals and administrative documentation
• Review upcoming commitments to ensure the President and Director are prepared for meetings events and travel

Office coordination and leadership meetings

• Coordinate with the Senior Management Group EA and Office Manager on executive priorities schedules and administrative support
• Coordinate executive and leadership meetings planning sessions business reviews and off-sites including agendas logistics and materials
• Prepare meeting packages presentations and briefing materials
• Attend meetings as required to record decisions and action items then track follow-up to completion
• Maintain priority commitment and action trackers and provide timely updates to the Director
• Identify ways to improve administrative processes and workflows

Communications and stakeholder coordination

• Draft edit and format executive correspondence presentations corporate announcements and other communications
• Gather input from departments for executive presentations communications and reports
• Serve as a professional point of contact for employees executives customers dealers and partners
• Support executive customer dealer partner and industry engagements including preparation and logistics

Projects and organizational support

• Support the Director with cross-functional projects and executive initiatives coordinating timelines documentation and deliverables
• Compile information conduct research and prepare summaries
• Assist with confidential documentation including job descriptions compensation information and performance materials

Sales and event coordination

• Provide administrative and coordination support to the Sales team and Sales leadership
• Coordinate dealer training sessions including invitations registration attendee communications travel meals schedules and meeting space
• Work with Sales and the events team on tradeshows dealer and customer events industry conferences and company events including registration booth logistics materials and shipments

Confidentiality

• Handle sensitive business financial employee and organizational information with the highest discretion and integrity
• Maintain organized secure executive records and escalate sensitive or high-priority matters appropriately
• Follow all workplace health and safety policies and training requirements

Required qualifications

• 5 years of progressive administrative or executive support experience including supporting senior executives in a fast-paced environment
• Clear professional English verbal and written communication